Vacancy No.: | IOM-SVN/0059/2018 |
Position Title: | Administrative and Finance Assistant-MHAC |
Position Grade: | General Service Staff, G4 |
Duty Station: | Addis Ababa, Ethiopia |
Type of appointment: | SST, Six months with possibility of extension |
Estimated Start Date: | As soon as possible |
Closing Date: | July 06, 2018 |
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
IOM is committed to a diverse and inclusive environment. Internal & External candidates are eligible to apply to this vacancy. |
Background
Under the overall supervision of the Resource Management Officer (RMO) and direct supervision of RMO-Finance, the incumbent will be responsible to carry out finance and administrative activities according to IOM Administrative Rules and Regulations. Essential function are as follows:
Core Functions / Responsibilities:
1. Collect all cash from self-payers and ensure all transactions are recorded and reconciled on daily basis; and issue official IOM receipts for all collections made by MHAC.
2. Handling petty cash for small advances such as utility bills, garbage collection etc.
3. Assist the MHAC staff with the preparation of Travel Authorization TA, settlement of travel expense claims and coordinate with Staff travel unit for all staff official travel bookings and coordinate with Finance. Payment of Travel advance & settlements to medical escorts & staffs after process completion at the Main office.
4. Analyze and reconcile various Service Providers Accounts such as sat phone accounts, mobile phone bills, accommodation bills and IOM Charter invoices with a view to ensure that: invoices are correct, projects are charged a true and fair cost of their usage, any private usage is duly recovered /reimbursed.
5. Prepare and process all MHAC request for payment and ensure they are duly completed, certified and authorized; and make sure that the necessary supporting documents are provided before payment is made.
6. Prepare accounting transaction reports (vouchers) pertinent to the Medical department and ensure that supporting documents and other requirements are complete; follow-up with relevant staff as necessary;
7. Maintain the mission accounts, including entering of payments, receipts and non-cash vouchers in the accounting system; ensure integrity of all data posted in PRISM;
8. On a weekly basis, produce financial report and submit to Finance unit in the preparation of the month-end closure of accounts;
9. Assist in the preparation of reports and other relevant documentation for the Mission to the relevant HQs Departments and/or Administrative Centres, as appropriate;
10. Assist in the preparation of the budget performance reports; analyse variances between approved budgets and actual expenditures and bring to the attention of the supervisor any material discrepancies;
11. Bring to the attention of the RMO any relevant financial issue and propose corrective actions;
12. Any other duty within the incumbent's capabilities as assigned by supervisors.
Required Qualifications and Experience
Education
· University degree in Finance/Accounting, Business Administration or any other related field.
Experience
· Four years of relevant professional work experience
· Ability to establish and maintain strong working relations with Government counterparts, UN agencies and/or non-governmental organizations
· Sound knowledge of financial and administrative management and effective resource management skills
· Knowledge of SAP is highly advantageous
· High level of computer literacy (MS Office Word, Excel and Outlook) in particular experience in computerized accounting systems including SAP application
· Languages
· Thorough knowledge of spoken and written English.
· Knowledge of local languages like Somali is an advantage
Competencies:
Other
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.
Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.
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